Misdemeanant Probation Assistant

City of Santa Fe Springs; Ellensburg (WA); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Healthcare benefits

Life insurance

Retirement plan

Paid leave

Job summary

Kittitas County’s Misdemeanant Probation Office is seeking a detail-oriented assistant to provide secretarial and reception support and to help manage high-volume referrals and case files. You will enter data into the case management system and assist with court document processing and financial obligations collection.

The role includes handling intake, maintaining records, assisting with referrals to treatment resources, and ensuring compliance with county policies.

Qualifications

• High School Diploma or GED required and one year of clerical/office experience.
• One year of cash handling experience.
• Must have a valid Washington State driver’s license.

Responsibilities

• Process 1500+ referrals per year, develop case files, and enter data into the case management system.
• Prepare and distribute case files for staff; record information in computer systems.
• Assist in collecting police reports and court orders for files and maintain electronic records.

Skills

Clerical experience

Cash handling

Microsoft Office

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Description

The Misdemeanant Probation Assistant provides secretarial and reception support to the Misdemeanant Probation Office, and is responsible for processing 1500+ referrals per year, developing case files, and entering data into the case management computer system. Other duties include assisting with the collection of $5,000+ in court ordered financial obligations annually. Must maintain courteous and cooperative working relationships with administrative and other County personnel, public agencies, and the general public, and work under the guidance of Local/State/Federal regulations and County policies/procedures.

20 Hours/Week.

Examples of Duties

Process 1500+ referrals per year, develop case files, and enter data into the case management computer system.

• Prepare and distribute case files on all court referrals to appropriate staff member.
• Operate local, State and Federal computer systems to record information on action taken.
• Assist in the collection of police reports and court orders for case files and maintains electronic record of those documents received.
• Determine driver’s license status and criminal history of offenders through computer research.
• Perform record checks on Federal, State and local systems for referrals to staff members.
• Review computer reports for accuracy of criminal history information and data entry.
• Assist with the referral of clients to appropriate agencies for court ordered treatment or rehabilitation.
• Perform closure procedure in the computer, case files, and retention log.
• Enter treatment, status and completion reports from outside agencies.
• Enter receipt of community service verification into case management software and maintain log of community service hours preformed.
• Assist defendants with the intake process.

Provide secretarial and reception support for the Misdemeanant Probation Department

• Handle and direct all incoming phone and office contacts to the appropriate staff member in a professional manner.
• Prepare outgoing mail for processing; receive and process incoming mail, including the retrieval of documents from other departments.
• Maintain filing system for all case files and administrative files.
• Perform word processing for department staff.
• Operate and maintain all office equipment.
• Prepare appropriate court documents for probation staff signatures and distribute signed court documents to appropriate court.

Collect and process court-ordered financial obligation payments

• Advise offenders of amounts owed and answer general questions about the payment process.
• Collect and receipt payments from offenders.
• Record payments in appropriate systems.
• Balance daily cash drawer and prepare bank deposits.

This job description is a summary of the primary functions and expectations for this position. Additional department-related duties may be assigned as required.

Minimum Qualifications

• High School Diploma or GED AND one (1) year of clerical/office experience including basic knowledge and use of the MS Office Suite and the ability to operate standard office equipment.
• One (1) year of cash handling experience.
• Valid Washington State driver’s license.
• A criminal history and background check, including fingerprinting, will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as relativity to the position, age and time of the offense, seriousness and nature of the violation, and rehabilitation will be taken into account.

Supplemental Information

Work is generally performed in a high volume office environment with sustained posture in a seated position, prolonged periods of computer operation, and periods of standing; frequent use of standard office equipment; strength to lift, pull, push, and/or carry up to 25 pounds and potentially more with assistance; vision to read printed materials and a computer screen, and hearing and speech to communicate in person or over the telephone; ability to sit, stand, walk stoop, kneel, crouch, ascend/descend stairs, and reach with arms and legs. Periodic duties may require performance in non-office settings, outdoors, or at a variety of County locations.

Work is typically performed during standard business hours but may require a 7:00 AM to 4:00 PM shift. Reliable attendance and punctuality are required. Periodic travel will be required for meetings and/or training opportunities. Must be able to safely operate a motor vehicle in varied weather conditions and levels of daylight.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Kittitas County is an equal opportunity employer. This means that Kittitas County does not discriminate against any employee on the basis of protected class status. All employees will be recruited, selected, trained, promoted, compensated, and if appropriate, disciplined or terminated without regard to race, color, religion or creed, ethnicity, national origin, sex, age (over 40), marital status, pregnancy or maternity, sexual orientation or gender identity, veteran status, use of a guide or service animal, genetic information, or the presence of any sensory, mental, or physical disability (unless based on a bona fide occupational qualification).

Most permanent employees who at least 20 hours per week on a regular schedule are entitled to healthcare, retirement, and leave benefits, pro-rated to the scheduled hours of work.

Healthcare Benefits

Eligible employees and their family members have access to medical, dental, and vision benefits. The base plans for these benefits are paid 100% by the County regardless of the number of family members enrolled. Plan buy-up options are available for a small cost via payroll deduction.

LIFE INSURANCE AND SUPPLEMENTAL PRODUCTS

Kittitas County offers access to a $12,000 basic life/accidental death and dismemberment insurance plan as well as a base long term disability plan through Mutual of Omaha as part of the core benefits program.

• Supplemental life insurance
• Accidental death and dismemberment
• Disabilty insurance

Leave Benefits

Eligible County employees have access to a variety of leave programs. The amount of paid leave an employee may accrue and bank will vary between employee groups and collective bargaining agreements. Types of leave available include, but are not limited to:

• Legal holidays
• Personal holiday
• Paid time off (PTO)
• Bereavement Leave
• Military Leave
• Family & Medical Leave Act (FMLA)
• Paid Family & Medical Leave (PFML)

Retirement Benefits

Most benefited employees are eligible to participate in the Public Employees' Retirement System (PERS) plan administered by the Department of Retirement Systems (DRS). Participation in the DRS retirement program is mandatory for all eligible employees. Both the employee and the County contribute to the plan at a rate set by the State legislature.

For more information regarding DRS you can visit their website at https://www.drs.wa.gov/.

Employees who want to save additional dollars for retirement may do so voluntarily by participating in a choice of 457 deferred compensation plans. A 457 plan allows employees to defer funds through payroll deduction, up to a maximum amount set each year by the IRS.